Who this is for
A bookkeeper, shop owner or finance manager whose PayPal sales reach the accounting system but whose refunds and fees do not, so the ledger shows more income than the PayPal balance.
Month-end PayPal activity does not agree with the ledger: sales match, but refunds, partial refunds and fees leave a difference that grows each month.
The result
For an agreed sandbox month, each refund and fee movement in PayPal exists once in the ledger as an entry linked to its original sale, a replayed refund event adds nothing, and the ledger net equals the PayPal net for that set.
What is included
- One PayPal account feeding one Xero organisation or QuickBooks Online company for one currency
- Mapping of refund and partial-refund records to credit entries linked to the original capture by its PayPal identifiers
- Fee handling from the amounts PayPal reports on the sale and on the refund, never recomputed from a rate
- Event handling that records each PayPal event id once, holds a refund whose sale is not yet recorded, and can replay a missed window from the transaction report
- Tests with PayPal sandbox or invented records and a demo or sandbox ledger
You receive
- The change as a pull request or exported configuration, with the linking rule and the fee rule described
- A sandbox-month reconciliation sheet: sales, refunds, partial refunds, fees, ledger net and PayPal net
- A list of events held or replayed during the tests, with the reason
What is not included
- Disputes, chargebacks and holds, which have separate rules and are not part of this scope
- Currency conversion by PayPal into another balance currency
- Choosing how refunds, fees or sales tax are treated in your accounts: your accountant decides
- Historic months already reconciled by hand, unless agreed as a backfill
- Bookkeeping, tax, audit or any accounting advice, including deciding how a transaction should be treated in your accounts
- Changing posted, reconciled or locked-period transactions: your accountant or account holder decides and performs those
- Live changes: your authorised account holder applies any agreed change and holds the production keys
What we need from you first
- How sales arrive in the ledger today and whether a PayPal id is stored with them
- An invented sale with one full refund and one partial refund, with amounts and fees that add up
- Whether refunds are issued from your site, from the PayPal dashboard or both
- Do not send credentials, bank details, invoices, customer records or confidential code in the first enquiry
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- In the sandbox month, every refund and partial refund appears once in the ledger, linked to the PayPal identifier of its sale, and the count matches PayPal's refund count.
- Ledger net for the test set equals PayPal net after fees and refunds, with any difference listed line by line.
- Delivering the same refund event twice, and replaying the month from the report, adds no entry.
- A refund event delivered before its sale is held, then posted after the sale exists, with no loss.
You inspect the named test evidence and sign off before payment. Your authorised account holder performs and verifies any live change, and decides what happens to records already posted.
When we would stop or decline
- Sales are not stored with any PayPal transaction or capture identifier and none can be added
- Refunds are issued in a currency different from the sale, which needs a separate design
- The account relies on features the sandbox cannot reproduce and no invented records can stand in
Questions
Do you handle PayPal disputes?
Not in this scope. Disputes and holds have their own states and need a separate quote.
Can PayPal events arrive late or twice?
PayPal documents retrying failed webhook deliveries for several days, so duplicates and late arrivals are expected. The job records each event once and can replay a window from the transaction report.
Does this decide how refunds are taxed?
No. It records what PayPal reports. Your accountant decides the treatment of refunds, fees and any sales tax.
Price and terms
From £445 · untested offer price. Fixed after the quote is agreed (from £445); payment after the agreed checks pass and you sign off. No payment before sign-off.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.